X12 EDI 810 Invoice Specifications

Transcription

1 X12 EDI 810 Invoice Specifications

2 Contents Invoice Details... 3 Introduction 3 File Format 3 X12 EDI 810 Segments... 4 Segment Summary 4 ISA Interchange Control Header 6 GS Functional Group Header 9 ST Transaction Set Header 11 BIG Beginning Segment for Invoice 12 NTE Note/Special Instruction 14 CUR Currency 15 REF Reference Identification 16 PER Administrative Communications Contact 17 DTM Date/Time Reference 18 Loop Name 19 N1 Name 20 N1 Name 21 N3 Address Information 22 REF Reference Identification 24 Loop Baseline Item Data 25 P01 Baseline Item Data 26 Loop Product/Item Description 28 PID Product/Item Description 29 Loop Transaction Totals 30 CTT Transaction Totals 31 SE Transaction Set Trailer 32 GE Functional Group Trailer 33 IEA Interchange Control Trailer 34 Revision History

3 Invoice Details Introduction This specification contains the format and data content of the Invoice sent from Suppliers, inbound to Coupa, following the EDI X12 ANSI format, version The Invoice functions as the supplier s request for payment from a customer as prearranged in their partnership. File Format As per EDI standards: ~ is the delimiter between segments * is the delimiter between elements within a segment Example ISA*00* *00* *01* *ZZ*TRADINGPARTNER*091001*0500*U*00401* *1*P*>~ 3

4 X12 EDI 810 Segments Segment Summary Summary Abbreviations Code Pos Seg Name Req Description Position Number Segment ID Segment Name Requirement Status M Mandatory R Recommended (optional, but preferred Coupa convention) O Optional Max Rep Loop Repeat Not Defined Pos Seg Name Req Max Rep Notes ISA Interchange Control Header M 1 GS Functional Group Header M 1 Heading Pos Seg Name Req Max Rep Notes 010 ST Transaction Set Header M BIG Beginning Segment for Invoice M NTE Note/Special Instruction O CUR Currency O REF Reference Identification O PER Administrative Communications O 13 Contact 130 ITD Terms of Sale/Deferred Terms of O Sale 140 DTM Date/Time Reference O 110 Loop ID N1 M N1 Ship To M N1 Ship From M N3 Address Information O N4 Geographic Location O >1 4

5 110 REF Reference Identification O ITD Terms of Sale/Deferred Terms of O Sale 140 DTM Date/Time Reference O N1 Ship To M 1 Detail Pos Seg Name Req Max Rep Notes Loop ID IT IT1 Baseline Item Data (Invoice) M 1 N2/ QTY Quantity O IT3 Additional Item Data O TXI Tax Information O CTP Pricing Information O PKG Marking, Packaging, Loading O PO4 Item Physical Details O REF Reference Identification O 1-1 Summary Pos Seg Name Req Max Rep Notes Loop ID Charges TDS Total Monetary Value Summary M TXI Tax Information R SAC Service, Promotion, Allowance or R 1999 Charge Information 070 CTT Transaction Totals O SE Transaction Set Trailer M 11 Not Defined Pos Seg Name Req Max Rep Notes GE Functional Group Trailer M 1 IEA Interchange Control Trailer M 1 5

6 ISA Interchange Control Header Pos: N/A Max: 1 Not Defined Mandatory Loop: N/A Elements: 16 To start and identify an interchange of zero or more functional groups and interchange-related control segments. ISA01 I01 Authorization Information Qualifier M ID 2/2 M Description: Code to identify the type of information in the Authorization Information Code Name 00 No Authorization Information Present (No meaningful information in I02) ISA02 I02 Authorization Information M AN 10/10 M Description: Used for additional identification or authorization of the interchange sender or the data in the interchange; the type of information is set by the Authorization Information Qualifier (I01) ISA03 I03 Security Information Qualifier M AN 2/2 M Code Name 00 No Security Information Present (No meaningful information in I04) ISA04 I04 Security Information M AN 10/10 M Description: Used for identifying the security information about the interchange sender or the data in the interchange; the type of information is set by the Security Information Qualifier (I03) ISA05 I05 Interchange ID Qualifier M ID 2/2 M Description: Qualifier to designate the system/method of code structure used to designate the sender or receiver ID element being qualified ISA06 I06 Interchange Sender ID M AN 15/15 M Description: Identification code published by the sender for other parties to use as the receiver ID to route data to them; the sender always codes this value in the sender ID element.

7 ISA07 I05 Interchange ID Qualifier M ID 2/2 M Description: Qualifier to designate the system/method of code structure used to designate the sender or receiver ID element being qualified All valid standard codes are used ISA08 I07 Interchange Receiver ID M AN 15/15 M Description: Identification code published by the receiver of the data; when sending, it is used by the sender as their sending ID, thus other parties will use this as a receiving ID to route data to them ISA09 I08 Interchange Date M DT 6/6 M Description: Date of the interchange (MMDDYY) ISA10 I09 Interchange Time M TM 4/4 M Description: Time of the interchange, in 24 hour time (HHMM) ISA11 I10 Interchange Control Standards Identifier M ID 1/1 M Description: Code to identify the agency responsible for the control standard used by the message that is enclosed by the interchange header and trailer All valid standard codes are used ISA12 I11 Interchange Control Version Number M ID 5/5 M Description: Code specifying the version number of the interchange control segments All valid standard codes are used ISA13 I12 Interchange Control Number M N0 9/9 M Description: A control number assigned by the interchange sender ISA14 I13 Acknowledgement Requested M ID 1/1 M Description: Code sent by the sender to request an interchange acknowledgement (TA1) All valid standard codes are used 7

8 ISA15 I14 Usage Indicator M ID 1/1 M Description: Code to indicate whether data enclosed by this interchange envelope is test, production, or information All valid standard codes are used ISA16 I15 Component Element Separator M N/A 1/1 M Description: This is a delimiter and not a data element; this field provides the delimiter used to separate component data elements within a composite data structure; this value must be different than the data element separator and the segment terminator. 8

9 Pos: N/A Max: 1 GS Functional Group Header Header Mandatory Loop: N/A Elements: 8 To indicate the beginning of a functional group and to provide control information GS Functional Identifier Code M ID 2/2 M Description: Code to identify a group of application related transaction sets Code Name PO Purchase Order (850) GS Application Sender s Code M AN 2/15 M Description: Code identifying party sending transmission; codes agreed to by trading partners GS Application Receiver s Code M AN 2/15 M Description: Code identifying party receiving transmission; codes agreed to by trading partners GS Date M DT 8/8 M Description: Date expressed as CCYYMMDD GS Time M TM 4/8 M Description: Time expressed in 24-hour clock time as follows: HHMM, or HHMMSS, or HHMMSSD, or HHMMSSDD, where H = hours (00-23), M = minutes (00-59), S = integer seconds (00-59) and DD = decimal seconds; decimal seconds are expressed as follows: D = tenths (0-9) and DD = hundredths (00-99) GS06 28 Group Control Number M N0 1/9 M Description: Assigned number originated and maintained by the sender GS Responsible Agency Code M ID 1/2 M Description: Code identifying the issuer of the standard; this code is used in conjunction with Data Element 480 9

10 GS Version/Release/Industry Identifier Code M AN 1/12 M Description: Code indicating the version, release, subrelease, and industry identifier of the EDI standard being used, including the GS and GE segments; if code in DE455 in GS segment is X, then in DE 480 positions 1-3 are the version number; positions 4-6 are the release and subrelease, level of the version; and positions 7-12 are the industry or trade association identifiers (optionally assigned by user); if code in DE455 in GS segment is T, then other formats are allowed Code Name Draft Standards Approved for Publication by ASC X12 Procedures Review Board through October 1997 Semantics GS04 is the group date. GS05 is the group time. The data interchange control number GS06 in this header must be identical to the same data element in the associated functional group trailer, GE02. Comments A functional group of related transaction sets, within the scope of X12 standards, consists of a collection of similar transaction sets enclosed by a functional group header and a functional group trailer. 10

11 ST Transaction Set Header To indicate the start of a transaction set and to assign a control number Pos: 010 Max: 1 Heading Mandatory Loop: N/A Elements: 2 ST01 5 Transaction Set Identifier Code M ID 3/3 M Description: Code uniquely identifying a Transaction Set Code Name 810 Invoice (810) ST02 6 Transaction Set Control Number M AN 4/9 M Description: Identifying control number that must be unique within the transaction set functional group assigned by the originator for a transaction set 11

12 Pos: 020 Max: 1 BIG Beginning Segment for Invoice Heading Mandatory Loop: N/A Elements: 10 To indicate the beginning of Invoice Transaction Set and transmit identifying numbers and dates BIG01 8 Date M DT 8/8 M Description: Date expressed as CCYYMMDD BIG02 9 Invoice Number M AN 1/22 M Description: Invoice Number from Supplier BIG03 10 Date O DT 1/22 O Description: Date expressed as CCYYMMDD BIG04 11 Purchase Order Number M AN 1/22 M Description: Purchase Order assigned by the order/purchaser BIG06 13 Change Order Sequence Number O AN 1/8 O Description: Number assigned by the orderer identifying a specific change or revision of a previously transmitted transaction set BIG07 14 Transaction Type Code M ID 1/2 M Description: Code specifying the type of transaction Code CR DI Name Credit Memo Debit Invoice BIG08 15 Transaction Set Code O ID 1/2 O Description: Code identifying purpose of transaction set BIG09 16 Action Code O ID 1/2 O Description: Code identifying purpose of transaction set 12

13 BIG10 17 Invoice Number M AN 1/22 M Description: Original invoice number being adjusted by a Credit Memo when BIG07 = CM 13

14 NTE Note/Special Instruction Notes/Special Instructions Pos: 050 Max: >1 Heading Optional Loop: N/A Elements: 2 NTE01 19 Note Reference Code O ID 1/3 O Description: Code identifying the functional area or purpose for which the note applies NTE02 20 Description O AN 1/80 O Description: A free-form description to clarify the related data elements and their content 14

15 CUR Currency To specify currency information Pos: 040 Max: 1 Heading Optional Loop: N/A Elements: 2 CUR01 22 Entity Identifier Code O ID 2/3 M Description: Code identifying an organizational entity, a physical location, property, or an individual CUR02 23 Currency Code R AN 1/30 U Description: The code identifying the currency used in the transaction Code USD CAD Name United States Dollar Canadian Dollars 15

16 REF Reference Identification To specify reference information Pos: 040 Max: 1 Heading Optional Loop: N/A Elements: 2 REF01 44 Reference Identification Qualifier M ID 2/3 M Description: Code qualifying the Reference Identification. Note: Coupa prefers Original Invoice Number in BIG10 for Credit Memos Code OI Name Original Invoice Number in REF02 when Credit Memo REF02 45 Reference Identification M AN 1/30 U Description: Reference information as defined for a particular Transaction Set or as specified by REF01. 16

17 PER Administrative Communications Contact Pos: 060 Max: 3 To identify a person or office to whom administrative communications Heading - Optional should be directed Loop: N/A Elements: 4 PER Contact Function Code M ID 2/2 M Description: Code identifying the major duty or responsibility of the person or group named Code BD Name Buyer Name or Department PER02 93 Name O AN 1/60 U Description: Free-form name PER Communication Number Qualifier X ID 2/2 U Description: Code identifying the type of communication number Code TE Name Telephone PER Communication Number X AN 1/80 U Description: Complete communications number including country or area code when applicable Syntax Rules P0304: If either PER03 or PER04 is present, then the other is required. P0506: If either PER05 or PER06 is present, then the other is required. P0708: If either PER07 or PER08 is present, then the other is required. 17

18 DTM Date/Time Reference To specify pertinent dates and times Pos: 150 Repeat: 10 Heading - Optional Loop: N/A Elements: 2 DTM Date/Time Qualifier M ID 3/3 M Description: Code specifying type of date or time, or both date and time Code Name 002 Delivery Requested DTM Date X DT 8/8 M Description: Date expressed as CCYYMMDD Syntax Rules R020305: At least one of DTM02, DTM03 or DTM05 is required. C0403: If DTM04 is present, then DTM03 is required. P0506: If either DTM05 or DTM06 is present, then the other is required. 18

19 Loop Name To identify a party by type of organization, name, and code Pos: 310 Repeat: 200 Optional Loop: N1 Elements: N/A Loop Summary Pos Seg Name Req Type 310 N1 Name O 1 M 310 N1 Name O 1 M 330 N3 Address Information O 2 U 340 N4 Geographic Location O >1 U 350 REF Reference Identification O 12 U Notes The N1 Loop identifying the Ship-From Distribution Center must include the N1 segment.. The Servicing Distribution Center Loop will be qualified with "SF" in the first element of the N1 segment. The N1 Loop identifying the Ship-To Customer must include the N1, N3, N4, and REF segments. The Ship-To CustomerLoop will be qualified with "ST" in the first element of the N1 segment. 19

20 N1 Name To identify a party by type of organization, name, and code Pos: 310 Max: 1 Heading: Optional Loop: N1 Elements: 4 N Entity Identifier Code M ID 2/3 M Description: Code identifying an organizational entity, a physical location, property or an individual Code SF Name Ship From N Name X AN 1/60 U Description: Free-form name. Rock on (where applicable, from Account Master). N Identification Code Qualifier X ID 1/2 U Description: Code designating the system/method of code structure used for Identification Code (67) Code Name 91 Assigned by Seller or Seller s Agent N Identification Code X AN 2/80 U Description: Code identifying a party or other code Syntax Rules R0203: At least one of N102 or N103 is required. P0304: If N103 or N104 is present, then the other is required. Comments This segment, used alone, provides the most efficient method of providing organizational identification. To obtain this efficiency the ID Code (N104) must provide a key to the table maintained by the transaction processing party. N105 and N106 further define the type of entity in N

21 N1 Name To identify a party by type of organization, name, and code Pos: 310 Max: 1 Heading: Optional Loop: N1 Elements: 4 N Entity Identifier Code M ID 2/3 M Description: Code identifying an organizational entity, a physical location, property or an individual Code ST Name Ship To N Name X AN 1/60 U Description: Name of the Ship-To Customer N Identification Code Qualifier X ID 1/2 U Description: Code designating the system/method of code structure used for Identification Code (67) Code Name 91 Assigned by Seller or Seller s Agent N Identification Code X AN 2/80 U Description: The account number of the Ship-To Customer. Syntax Rules R0203: At least one of N102 or N103 is required. P0304: If N103 or N104 is present, then the other is required. Comments This segment, used alone, provides the most efficient method of providing organizational identification. To obtain this efficiency the ID Code (N104) must provide a key to the table maintained by the transaction processing party. N105 and N106 further define the type of entity in N

22 N3 Address Information To specify the location of the named party Pos: 330 Max: 2 Heading: Optional Loop: N1 Elements: 2 N Address Information M AN 1/55 M Description: Address information N Address Information O AN 1/55 U Description: Address information 22

23 N4 Geographic Location To specify the geographic place of the named party Pos: 340 Max: >1 Heading: Optional Loop: N1 Elements: 3 N City Name O AN 2/30 U Description: Free-form text for city name N State or Province Code O ID 2/2 U Description: Code (Standard State/Province) as defined by appropriate government agency N Postal Code O ID 3/15 U Description: Code defining international postal zone code excluding punctuation and blanks (zip code for United States) Syntax Rules C0605: If N406 is present, then N405 is required. Comments A combination of either N401 through N404, or N405 and N406 may be adequate to specify a location. N402 is required only if city name (N401) is in the U.S. or Canada. 23

24 REF Reference Identification To specify identifying information Pos: 350 Max: 12 Heading: Optional Loop: N1 Elements: 2 REF Reference Identification Qualifier M ID 2/3 M Description: Code qualifying the Reference Identification Code DP Name Department Number REF Reference Identification X AN 1/30 U Description: Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier Syntax Rules R0203: At least one of REF02 or REF03 is required. Semantics REF04 contains data relating to the value cited in REF02. 24

25 Loop Baseline Item Data To specify basic and most frequently used line item data Pos: 010 Repeat: 1,000 Mandatory Loop: PO1 Elements: N/A Loop Summary Pos Seg Segment Name Req Type Rep Usage 010 PO1 Baseline Item Data M 1 M 050 Loop PID O 1000 U 25

26 P01 Baseline Item Data To specify basic and most frequently used line item data Pos: 010 Max: 1 Detail: Mandatory Loop: PO1 Elements: 7 PO Assigned Identification O AN 1/20 U Description: Alphanumeric characters assigned for differentiation within a transaction set PO Quantity Ordered X R 1/15 U Description: Quantity ordered PO Unit of Basis for Measurement Code O ID 2/2 U Description: Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken Code CA EA Name Case Each PO Unit Price X R 1/17 U Description: Price per unit of product, service, commodity, etc. PO Basis of Unit Price Code O ID 2/2 U Description: Code identifying the type of unit price for an item Code PE PP UM Name Price per Each Price per Pound Price per Unit of Measure PO Product/Service ID Qualifier X AN 1/48 U Description: Code identifying the type/source of the descriptive number used in Product/Service ID (234) Code VN Name Vendor s (Seller s) Item Number 26

27 PO Product/Service ID X AN 1/48 U Description: Identifying number for a product or service Syntax Rules C0302: If PO103 is present, then PO102 is required. C0504: If PO105 is present, then PO104 is required. P0607: If either PO106 or PO107 is present, then the other is required. P0809: If either PO108 or PO109 is present, then the other is required. P1011: If either PO110 or PO111 is present, then the other is required. P1213: If either PO112 or PO113 is present, then the other is required. P1415: If either PO114 or PO115 is present, then the other is required. P1617: If either PO116 or PO117 is present, then the other is required. P1819: If either PO118 or PO119 is present, then the other is required. P2021: If either PO120 or PO121 is present, then the other is required. P2223: If either PO122 or PO123 is present, then the other is required. P2425: If either PO124 or PO125 is present, then the other is required. Comments See the Data Element Dictionary for a complete list of IDs. PO101 is the line item identification. PO106 through PO125 provide for ten different product/service IDs per each item. For example: Case, Color, Drawing No., U.P.C. No., ISBN No., Model No., or SKU. 27

28 Loop Product/Item Description To describe a product or process in coded or free-form format Pos: 050 Repeat: 1000 Optional Loop: PID Elements: N/A Loop Summary Rep Usage 050 PID Product/Item Description O 1 U 28

29 PID Product/Item Description To describe a product or process in coded or free-form format Pos: 050 Max: 1 Detail: Optional Loop: PID Elements: 2 PID Item Description Type M ID 1/1 M Description: Code indicating the format of a description Code F Name Free-form PID Description X AN 1/80 M Description: A free-form description to clarify the related data elements and their content Syntax Rules C0403: If PID04 is present, then PID03 is required. R0405: At least one of PID04 or PID05 is required. C0703: If PID07 is present, then PID03 is required. C0804: If PID08 is present, then PID04 is required. C0905: If PID09 is present, then PID05 is required. Semantics Use PID03 to indicate the organization that publishes the code list being referred to. PID04 should be used for industry-specific product description codes. PID08 describes the physical characteristics of the product identified in PID04. A "Y" indicates that the specified attribute applies to this item; an "N" indicates it does not apply. Any other value is indeterminate. PID09 is used to identify the language being used in PID05. Comments If PID01 equals "F", then PID05 is used. If PID01 equals "S", then PID04 is used. If PID01 equals "X", then both PID04 and PID05 are used. Use PID06 when necessary to refer to the product surface or layer being described in the segment. PID07 specifies the individual code list of the agency specified in PID03. 29

30 Loop Transaction Totals To transmit a hash total for a specific element in the transaction set Pos: 010 Repeat: 1 Optional Loop: CTT Elements: N/A Loop Summary Pos Seg Segment Name Req Type Rep Usage 010 CTT Transaction Totals O 1 U 30

31 CTT Transaction Totals To provide a free form format that allows the transmission of text information Pos: 030 Max: 1 Summary: Mandatory Loop: N/A Elements: 2 CTT Number of Line Items M N0 1/6 M Description: Total number of line items in the transaction set CTT Hash Total O R 1/10 U Description: Sum of values of the specified data element. All values in the data element will be summed without regard to decimal points (explicit or implicit) or signs. Truncation will occur on the left most digits if the sum is greater than the maximum size of the hash total of the data element. Example: 0018 First occurrence of value being hashed..18 Second occurrence of value being hashed. 1.8 Third occurrence of value being hashed Fourth occurrence of value being hashed.: Hash total prior to truncation. 855 Hash total after truncation to three-digit field. Syntax Rules P0304: If either CTT03 or CTT04 is present, then the other is required. P0506: If either CTT05 or CTT06 is present, then the other is required. Comments This segment is intended to provide hash totals to validate transaction completeness and correctness 31

32 Pos: 030 Max: 1 SE Transaction Set Trailer Summary: Mandatory Loop: N/A Elements: 2 To indicate the end of the transaction set and provide the count of the transmitted segments (including the beginning (ST) and ending (SE) segments) SE01 96 Number of included segments M N0 1/10 M Description: Total number of segments included in a transaction set including ST and SE segments SE Transaction Set Control Number M AN 4/9 M Description: Identifying control number that must be unique within the transaction set functional group assigned by the originator for a transaction set Comments: SE is the last segment of each transaction set 32

33 GE Functional Group Trailer To indicate the end of a functional group and to provide control information Pos: Max: 1 Not Defined: Mandatory Loop: N/A Elements: 2 GE01 97 Number of Transaction Sets Included M N0 1/6 M Description: Total number of transaction sets included in the functional group or interchange (transmission) group terminated by the trailer containing this data element GE02 28 Group Control Number M N0 1/9 M Description: Assigned number originated and maintained by the sender Semantics The data interchange control number GE02 in this trailer must be identical to the same data element in the associated functional group header, GS06. Comments The use of identical data interchange control numbers in the associated functional group header and trailer is designed to maximize functional group integrity. The control number is the same as that used in the corresponding header. 33

34 Pos: Max: 1 IEA Interchange Control Trailer Not Defined: Mandatory Loop: N/A Elements: 2 To indicate the end of a functional group and to provide control information IEA01 I16 Number of Included Functional Groups M N0 1/5 M Description: A count of the number of functional groups included in an interchange IEA02 I12 Interchange Control Number M N0 9/9 M Description: A control number assigned by the interchange sender 34

35 Revision History Revision Date Revised By Change 1.0 5/15/2012 Stephen Aghaulor Creating EDI format from template /3/2012 Cortney Frantz Edited for /19/2012 Cortney Frantz Fixes to spec. BEG04 is actually BEG05. Fixed second N1 loop to be Ship To. Adjusted number of P01 loops in page summary /9/2012 Cortney Frantz Added value for REF02 for REF^OS segment /5/2012 Cortney Frantz REF02 for REF^ZZ adjusted to be Coupa N102 for N1^SF is Distributor Name /8/2012 Cortney Frantz Updated GS01 for PO. Updated ST01 for /09/2014 James Laframboise Formatting and review. 35